You know you are heading abroad: the date has been set.  Now the fun part: preparing the move and paperwork.  When you apply for your residential visa most countries expect a list of the possessions that you will be shipping. The relocation company also must have a list to organize the insurance on your move.

Even though it will take time to prepare this list, it is really important to make it detailed, and if possible with photos etc. For example: What happened if you had a house fire today?  Would you be able to remember ALL of your possessions?  What if the ship transporting your belongings was caught in a storm and your container was sent to the bottom of the sea?  It is at that moment that you will have wished you took a few additional days to make a detailed list!

Not only do you need this list to move abroad if you are taking your possessions with you, but having an up-to-date home inventory will help you get your insurance claim settled faster.

Of course, I’d suggest before starting, clean out the cupboards and sell or give away the items you wish not to take.  This will help you reduce your workload while making your home inventory list. You will find that moving is the best way to motivate you to get rid out what you do not need.



How and Where to Start

First, start by making a list of every room in your house. This will make it easier for you to manage, as you can inventory room by room.  

Make a list of possessions, describing each item and noting where you bought it, the date if you remember and its make and model. Include any sales receipts, purchase contracts, and appraisals you have in a folder for each room. Remember, you must give a cost estimate for every item for the relocations company

Start with your high-valued items, such as jewelry, silverware, antiques, paintings and artwork. Then list furniture and electronics (TVs, stereo equipment and computers) and appliances. For major appliances and electronic equipment, record their serial numbers usually found on the back or bottom—you must do this when importing electronic items into another country.

Word of warning: Make sure that you check that your electronic appliances will work in your new location.  I’ve had many friends take large electronics, only to find that the items were not the correct wattage/voltage, or that the items were cheaper to buy ‘new’ than to ship!

For clothing, make sure you give a full description of any expensive items (i.e. leather or wool coats, suits, or formal wear). If you don’t want to describe every item of clothing, at least list quantities (e.g. two cashmere sweaters, six pairs of high heels, two linen trousers etc.), and the family member these items belonged to.

Then list all other items: curtains, paintings/ posters, rugs, CDs, DVDs, pots and pans, linens, tools, lamps, children’s toys… basically everything else. Sports equipment usually is expensive, so list the make and model of each item.

Do not forget the items stored in your attic, basement, garage, or in your garden (like lawn furniture, barbecues, lawn mowers, etc

Big Ticket Items

Many people decide not to bring valuable items like jewelry or art work.  If you decide to leave these items behind make a separate list and then decide where you are going to store them while away (safety deposit box, storage unit, with family and friends).  If storing with family and friends make sure they sign a letter stating that the valuables belong to you, just in case there is a robbery or a fire.

Valuable items like jewelry, art work and collectibles may have increased in value since you received them so you may want to have them appraised and include this estimate on your inventory list—not the original price.

Take Pictures

Besides the list, you can take pictures of rooms and important individual items. Write on the back of the photo what the item is (make and model), and where you bought it. This helps document each items condition. So when the moving company says they did not scratch your wooden dining room table, you will have a picture to show the state it was in before they loaded it onto the truck.  If you are using a specialized software package that can upload the photos then it is best to use a digital camera.

You can also videotape your home or apartment and record audio descriptions. Take close-up shots of expensive items and group shots of lower-value items. Zoom in on labels and special features, like signatures on artwork or serial numbers on appliances and electronics.
If possible, use the date imprint function on your digital and/or video camera

Electronic List

It is best to make your list on your computer, either use a spreadsheet or use a specialized software package because it is just easier to keep updated. 

If you design your own spreadsheet, do not forget to include columns such as: name and description of each item, quantity, model and serial number, purchase date, where you bought it, original cost and estimated current value. You may want to add a column to indicate if you have a receipt or photo of the article.

In some cases, the relocation company will tell you exactly the information you need to include and may request that the items and their descriptions be translated in English and the country you are moving to language. So, plan ahead, and find someone who can help you translate your list, as free translation websites sometimes do not have the correct translation for specific items.

Value of Your Items

Add up all of your current estimated values to find out how much it will cost to replace everything. If you have homeowners insurance, compare this figure with your policy's personal property limit. This list will also help you when you arrive in your new country to organize local homeowners insurance.

The moving company should be able to tell you what you will receive if an item is stolen or broken during the move. If there is something missing or broken, the insurance company will request proof you owed the item, thus the reason for keeping sales receipts and photos.

Where to Keep the List

Once you've completed your inventory, copy everything, (lists, appraisals, receipts, videotapes, computer printouts), and have an extra set of photos developed. Keep one list with you, one off premises (a safe deposit box is the most secure location, or ask a friend or relative to keep a copy), and of course you will need one for the relocation company and one for the country’s local consulate or embassy organizing your resident permit.  

Also consider emailing a copy of your inventory to yourself, using an internet-based email service such as Yahoo or Hotmail. That way, even if all your hard copies are destroyed, you can download a copy from the version you emailed to yourself. Do not forget to scan your receipts and photos.

Be sure to update your inventory list every four to six months. Do not forget to save the receipts for any big purchased items. And remember to delete items you no longer have.



Plan for the Move Home

Remember that you will want to purchase items where you will be living, so if your company only pays for only a certain size container, take that into consideration before you take everything with you.

I had friends who had to give many items away just before moving home because the company would only pay for a same size container as when they left.  They had had two children while living abroad…

Good luck!

Bringing your household possessions lets you keep a sense of home, no matter where you are. So, think of making your inventory list an essential part of keeping you and your family well adjusted.  And, this is as great of a time as any to get your home organized.

Enjoy your overseas experience!

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